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Administrator Guide
Last Updated: 2025-03-14
Steps: Set Up Project Time Entry

Steps: Set Up Project Time Entry

  • Create time entry codes.
  • Security:
    Set Up: Time Tracking
     domain in the Time Tracking functional area.
Configure time entry templates and time calculation tags so that workers can enter time for projects and project tasks.
  1. Access the
    Create Time Entry Template
     task.
  2. Select a
    Default Time Entry Code
     for project time entry.
    Workday applies the default time entry code to any time entered for projects. To track project time separately from nonproject time, use a default time entry code that you dedicate to project time entry. Then use eligibility for time code groups to make other time entry codes available to the worker. Selecting a default time entry code that tracks both project and nonproject time makes it difficult to separate them for calculations and reports.
  3. (Optional) On the
    Noneffective-Dated
     tab, expand the
    Calendar
     section.
    1. Select
      Enter Time by Type
       to enable workers to enter multiple combinations of quantity-based time types and active worktags at once.
    2. Update the
      Enter Time
       business process security policy so that workers can use this option.
    If you select
    Auto-fill from Prior Week
     in addition to
    Enter Time by Type
    :
    • Workers can auto-fill time blocks from a prior week into their calendar.
    • The
      Also Copy Details and Comments
       check box is replaced with the
      Do not copy hours
       check box.
    • Workers can select
      Do not copy hours
       to copy projects from a prior week without copying hours.
    Workers can also access the
    Set Default Projects
     task through
    Enter Time by Type
    . Workers can save projects that Workday automatically populates in the time entry grid. To improve task performance, Workday recommends that workers save fewer projects or update saved projects on a less frequent basis.
  4. On the
    Noneffective-Dated
     tab, expand the
    Projects
     section.
    Select time entry options:
    Option Description
    Enable Time Entry by Project
    When enabled, workers can select their assigned projects and tasks from the
    Time Type
     prompt when entering time. The default time entry code of the time entry template doesn't display in the
    Time Type
     prompt because Workday automatically applies it to the project time.
    Require Project Role for Time Entry
    Requires workers to select a project role when they enter time using these time entry methods:
    • Auto-fill from Prior Week.
    • Calendar-based time entry.
    • Enter Time by Type.
    • Quick Add.
    When enabled, Workday also displays Project Role on the Review Project Time task.
    Workday doesn't require workers to select a project role when they enter time through check-in or check-out events.
    Workday populates the Project Role field with roles based on the worker's assignments on a project's resource plan line.
    Display Phase and Task on Time Block
    Display project phase and task information on a time block for active projects. Workday uses start and end dates for the task resource and resource plan line to drive which resource plan line is available for time entry.
    During project time entry in Time Tracking, only workers assigned as task resources can enter time to a project plan task. If a project plan task has no task resources, then all workers on the resource plan can see and log time to that task. They can log for both billable and nonbillable projects.
    If you're using Workday Project Tracking, you can add workers to projects, but you can't add workers to a specific project plan task. When workers enter time for a project, they see all of the project plan tasks in the project and can enter time for any task. Restrict which projects and tasks display in the
    Time Type
     prompt by using project plan task
    Start Date
     and
    End Date
    .
    Use High Volume Projects Prompt
    Enable workers to bypass their assignments and select from all active projects and tasks when entering time. Selecting this option causes the Time Type prompt to be empty until workers search for their project. They can also browse through all active projects and tasks in the
    Projects
     and
    Project Plan Tasks
     folders.
    This option is useful if you have large volumes of projects or don't assign projects and tasks to individual workers.
    Create Independent Events
    Create separate approval events for each project that has time logged against it that week or time period. This way, the approval status of 1 project doesn't hold up the approval for another project. Approvers for multiple projects receive, and must act on, separate approval events for each project.
    Display Project Customer on Enter Time by Type
    Select to display the project customer on the Enter Time by Type time entry method.
    Show Totals on Enter Time by Type
    Select to display the
    Time Totals
     section on the Enter Time by Type time entry method.
    Hide Do Not Bill
    Select to hide the
    Do Not Bill
     check box on the Enter Time for Worker, Enter Time by Type, and Micro-Edit time entry methods.
  5. (Optional) Complete the
    Set Default Projects
     section:
    Option
    Description
    Display Project Customer
    Display Project Owner
    Select to add Project Customer, Project Owner filters, or both, to the
    Set Default Projects
     task. Additional filters make it easier for workers to quickly select relevant projects.
    Enable Project Search
    Select to enable a Project Search button on these time entry methods:
    • Time entry calendar.
    • Quick Add
    • Check-In
    • Edit Time Clock Event
    When workers click
    Project Search
    , they can search for and select multiple projects, project tasks, or both and then click
    Update Results
     to add those projects to a grid view. They can then apply the projects and project tasks to their time entry.
  6. On the
    Effective-Dated
     tab, expand the
    Eligibility
    section.
    Select a
    Worker Eligibility
     rule so that only workers who enter project time are eligible for this time entry template.
  7. Create a
    Project Time
     time calculation tag and associate it with the default time entry code for project time entry.
    If you track project time only and don't perform time calculations, you don't need to create time calculation tags. If you use the
    Review Time
     or
    Review Project Time
     reports to review and approve project time blocks, create a time calculation tag for project time. These reports pull in time blocks based on their calculation tags.
Assign the worker to a project or resource plan.